The customer is an international multiservice provider, offering textile, hygiene and facility services solutions to public and private organisations of all sizes and across all sectors.
Present in 28 countries in Europe and Latin America, they employ 45,000 professionals at 440 production and services centres.
The case study demonstrates how we reduced fuel costs and administration times whilst ensuring drivers were licenced to drive.
Prior to using Fuel+, the customer used a national fuel card supplier with the hope of providing detailed mileage reporting for payroll calculations and fuel usage analysis.
When it came to processing employee payrolls the reliability of the data was lacking and as such, it was taking a significant amount of time to cleanse the data and calculate how much private fuel needed to be deducted. The lack of good quality information also prevented the customer from being able to identify areas for potential savings.
The customer needed a fuel card without transaction fees that’s accepted by the majority of fuel retailers, so drivers do not have to deviate from their routes to refuel. They needed a solution that would standardise their fuel process for company cars, cash allowance drivers, LCVs and HGVs. In addition, they needed a mileage capture system that provided the full spectrum of fuel management solutions, including streamlined processing of payroll data for private fuel reimbursement.
Furthermore, with circa 200 licence checks and 80+ document checks for both company car and cash allowance drivers, the client was using an external provider for driving licence checks and document checks. However, their fleet team were still involved in a lot of manual intervention and administration.
They wanted a fully managed service to reduce the impact on the fleet team.
The client approached TMC to provide a fullyintegrated total fuel purchasing and mileage capture solution.
They also wanted TMC to manage the entire endto-end process of checking driving licences.
For the client’s fuel and mileage capture, TMC combines the data from each driver’s fuel card transactions and journey records. Expert inbound and outbound driver support by TMC’s Customer Team helps to maintain accurate reporting and ensure that, typically, over 95% of users close off their mileage claims on time each month. The benefits of the solution include high visibility over every major fuel-related metric: real-life mpgs and pence-per-mile, pence per litre, fill volumes, actual CO2 emissions, business vs. private fuel use, and more. Outputs include a monthly payroll data file for private fuel deductions, VAT optimisation, BIK Fuel analysis and a suite of management reports.
TMC handles the entire end-to-end process of checking driving licences. Replacing cumbersome paper based administration, Visa to Drive makes use of a highly secure web based portal and an instant licence check to verify individuals’ driving licence details, directly from the DVLA.
All drivers are asked to complete the DVLA Declaration online to give their consent to the driving licence check and provide their full name, address, date of birth and driving licence number. This consent is valid until the employee ceases to drive in connection with the company, or in any case, three years after the date of their consent. The check is completed in seconds.
Any drivers who fail to complete the declaration are chased by TMC until compliance is achieved.
Once an initial round of checks have been completed, TMC can manage the frequency of future checks based on the number of endorsements each driver has. This helps to minimise the organisation’s exposure to risk and ensure that every driver is licenced to drive at all times. All checks are reported back to the client.
TMC’s document validation service checks and audits:
- Vehicle safety inspection checks
- MOT checks
- Grey fleet insurance checks
- Driver risk assessments and training
- Fleet policy acceptance
As with driving licence checks, we chase drivers until they provide the satisfactory documentation and automatically contact drivers for their new documents upon expiry of existing ones.
“From a practical point of view, the fleet is more efficient now,” say the client. “We can see where the vehicles are being utilised, mpg has increased, saving us £475,000 in fuel, and we are doing less mileage.”
- The client’s fuel costs were reduced.
- The fleet team are no longer tied up with the administration of doing the checks.
- Driver feedback to the business was that the new process was quick and easier than how it used to work.
- The client has access to documentation received and checked.